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HomeMy WebLinkAbout11-27-17 City Commission Packet Materials - C4. Amendment 2 with Sanderson Stewart for 2016 CIP Field Survey Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Kellen Gamradt, Engineer II Rick Hixson, City Engineer SUBJECT: Capital Improvement Projects Field Survey Amendment No. 2 AGENDA ITEM TYPE: Consent MEETING DATE: November 27, 2017 RECOMMENDATION: Approve and authorize the City Manager to sign Amendment No. 2 to the Professional Services Agreement. BACKGROUND: Attached is a copy of the partially executed amendment with Sanderson-Stewart for the Capital Improvement Projects Field Survey. This amendment is to survey South Tracy Avenue from College Street to one half block south of East Harrison Street to increase the limits of the 2018 Street Reconstruction Project. This amendment will add work to our existing survey contract. Engineering staff have reviewed the amendment and found it to be commensurate with the work involved. UNRESOLVED ISSUES: None ALTERNATIVES: As suggested by the commission FISCAL EFFECTS: If approved, this amendment will increase the fee by $3,000 from $48,133.87 to 51,133.87. Attachment: Amendment 2 35 1 Amendment No. 2 to Professional Services Agreement for 2016 Capital Improvements Survey THIS AGREEMENT is made as of this ________ day of ____________________, 2017, between THE CITY OF BOZEMAN, a Municipal Corporation, Bozeman, Montana, herein referred to as OWNER and Sanderson Stewart, an Engineering Consulting Firm of Bozeman, Montana, herein referred to as ENGINEER. WHEREAS, the parties have entered into a Professional Services Agreement dated May 9, 2016, herein referred to as Original Agreement for professional engineering services; and WHEREAS, the parties desire to further amend the provisions of this Agreement. NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS CONTAINED HEREIN, the parties agree as follows: The conditions and provisions set forth in the attached EXHIBIT A (Scope of Services and Fee Proposal) are hereby incorporated in and made part of this Agreement. ARTICLE 1 - ENGINEERING SERVICES 1.1. The detailed description of the specific project components is described as follows: This project is a topographic survey and CADD drafting services for street reconstruction projects in Downtown Bozeman. 1.2. The scope of services under this contract is set forth in this agreement and the attached EXHIBITS. 4.2 PRELIMINARY DESIGN PHASE After receipt of written authorization to proceed with the Preliminary Design Phase, ENGINEER shall: 4.2.1. In consultation with OWNER determine general scope, extent and character of the Project. 4.2.2. Design Survey: The ENGINEER shall conduct a design field survey of the project areas, as necessary, for locating existing utilities (such as gas, power, telephone, TV cables, water and sewer lines, irrigation facilities, fences, and approach driveways), existing right-of- way and easements, and making measured drawings of or investigating conditions of existing facilities. The ENGINEER shall provide suitable horizontal and vertical reference control points for the construction phase. 4.2.3. ENGINEER shall prepare and furnish complete electronic copies of preliminary base drawings as requested to OWNER and at the same time furnish copies as directed by OWNER to agencies and/or parties having regulatory responsibilities or direct financial participation in any part of the Project; provide any technical criteria, written descriptions and design data necessary for securing permits or approval from authorities having jurisdiction to review and approve the design, and assist owner in securing such approvals; and review documents in person with OWNER and review authorities, and, if necessary, conduct a plan-in-hand site 36 2 review. All changes agreed to between ENGINEER and OWNER will be noted in a memorandum from the ENGINEER to the OWNER and incorporated into the final plans and specifications. The Preliminary Design Phase will be completed and submitted within 21 calendar days following written authorization from OWNER to ENGINEER to proceed with that phase of services. 4.3 FINAL DESIGN PHASE After written authorization to proceed with the Final Design Phase, ENGINEER shall: 4.3.1. Furnish OWNER an electronic copy of the base drawings in Autocad format. The Final Phase will be complete and submitted within 5 calendar days following written authorization from OWNER to ENGINEER to proceed with that phase of services. ARTICLE 6 - COMPENSATION FOR ENGINEERING SERVICE 6.1 LUMP SUM AGREEMENT FOR BASIC SERVICES AND EXPENSES OF ENGINEER 6.1.1 Payment. The OWNER shall for design phase services performed as Basic Engineering Services under sections 4.1 through 4.3 of this agreement pay a total sum in the amount of $3,000 for such services. 6.1.2 Payment Schedule. Total cumulative payments for the design phase engineering services (sections 4.1 through 4.3) shall not exceed the following ceilings: $2,000 (70% of design fee) until the Preliminary base drawings have been submitted to the OWNER and review authorities. 6.1.3 General. Engineer shall submit monthly statements for services rendered. The statements shall be based upon Engineer's estimate of the proportion of the total services actually completed at the time of billing, subject to any limitations on Payments based on completion of tasks or specific retainage requirements pursuant to the payment provisions of the Agreement. 6.1.4 Reimbursable Expenses. Only those expenses specifically identified for payment under section 6.2 of this Agreement are reimbursable. All other design related expenses are included in the Lump Sum Payment for the Basic services (4.1 through 4.3) and are not separately reimbursable. Additional Services specifically identified under the scope of design services for payment under 6.1 are not separately reimbursable. 7.3 DIRECT LABOR COSTS Direct Labor Costs used as a basis for payment mean the actual salaries and wages paid to all ENGINEER's personnel engaged directly on the Project, including, but not limited to, engineers, architects, surveyors, designers, drafters, specification writers, estimators, other technical and business personnel; but does not include indirect payroll related costs or fringe benefits. For the purposes of this Agreement the principals and employees of the ENGINEER maximum billable Direct Labor Costs are: 37 3 Principal $53.50/hour Project Manager $49.77/hour Senior Engineer $49.77/hour Project Engineer $33.46/hour Staff Engineer $27.22/hour CADD Designer $27.83/hour Senior Professional Land Surveyor $39.38/hour Staff Surveyor $26.41/hour Clerical $19.52/hour Except as specifically amended herein, the original agreement shall remain in full force and effect and the Parties shall be bound by all terms and conditions therein. IN WITNESS WHEREOF, the parties hereto do make and execute this Agreement on the day and year first above written. CITY OF BOZEMAN By: ______________________________________ ATTEST: ________________________________________ Robin Crough City Clerk APPROVED AS TO FORM By:____________________________________ City Attorney ENGINEER By:_______________________________________ Its:______________________________________ ATTEST: By:___________________________________ 38